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Quotes & invoices

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Quotes with line items

Create a quote with a title, customer, and GBP line items (description, quantity, unit price). New quotes and invoices start with no line rows — choose Add blank line or From price book under Line items to add your first row. When UK VAT is enabled in Workspace, set 0%, 5%, or 20% per line. Status moves through draft, sent, accepted, or declined as you work the sale.

Quote with line items, VAT, and Email to customer on a computer
On a computer
Quote with line items on a phone
On a phone

Quotes receive automatic QUO- numbers. You can edit the quote number or add Your reference (your own estimate or PO number) on the quote detail screen; both appear on print and in quote register exports. Set an optional valid until date on the quote (shown on print).

Quote to job sheet to invoice

JobSheet follows a clear workflow on the quote detail screen:

  1. Quote — build and send the line-item quote (email or print)
  2. Confirm & job sheet — accept the quote and create a linked job sheet in one step; quote comments and your reference copy to the job sheet for your team on site
  3. Schedule & complete — assign and schedule the job sheet, then mark it done on site
  4. Invoice — create one or more invoices when the linked job sheet is complete

Create invoice from quote is only available when the quote is accepted and the linked job sheet status is done. Options on workflow step 5:

  • Deposit invoice — percentage of remaining balance
  • Final / standard invoice — remainder or full amount
  • Proforma invoice — informational; excluded from paid revenue and VAT period exports

The quote billing summary shows quote total, invoiced, credited (from credit notes), and remaining to invoice.

Revision quotes

When scope or price changes after a quote is accepted, use Create revision quote on the accepted quote detail screen. JobSheet copies lines into a new QUO- draft linked to the same job context. Send and accept the revision like a normal quote.

Invoices and credit notes

Invoices (sidebar) lists standard, deposit, and proforma invoices with INV- numbers. Statuses include draft, sent, paid, and void. Sent and paid invoices cannot be edited; issue a credit note to reverse lines or totals.

Credit notes (sidebar, below Invoices) lists CN- documents linked to source invoices. Partial credits supported by selecting lines when issuing.

Standalone invoices without a quote are available from New invoice.

History on invoice and credit note detail shows create, sent, paid, void, and credit-note actions.

Email and print

Email quotes and invoices to customers when customer notifications are on. Messages include amounts, references, and a customer link. Server PDF download is available for issued invoices; use Print / PDF in the browser for quotes and drafts.

Print / PDF opens a full-screen preview on phone and desktop. On phone, Print and Close stay visible above the header. On desktop, browser print outputs the document only. Bill to shows the customer’s billing address (from their invoice address or saved customer address), not just their name. The invoice detail screen shows Billing address when one is on file.

With Stripe Connect in Workspace, sent invoices can include card pay links on the customer page. Due date reminders are opt-in under Workspace notifications (each reminder counts as one customer email).

Payment terms and bank details from Workspace appear on invoice and quote prints so customers know how to pay by transfer. Credit note prints do not include those pay lines.

Price book and templates

The workspace price book stores reusable line items. See Price book and related how-to guides.

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